Critical Care Administrative Asst

GENERAL PURPOSE:

Performs complex administrative duties in support of the clinical and academic missions of the Division of Critical Care Medicine. Executes projects and meetings for the Division of Critical Care Medicine. Responsible for communication to all employees, residents, nurse practitioners, physician assistants, and program managers. Organizes and maintains the documentation for program verifications. Manages the distribution of expenses related to program operations.

With minimal direction and latitude for independent judgment, manages the office and related administrative services for Critical Care Medicine. The Administrative Assistant (AA) will serve as a principal assistant to the Director of Adult Critical Care, Director of Surgical ICU, Lead Critical Care APP, and three administrators. The AA serves as the principal point of contact to internal departments/divisions for services provided by the Division.

Provides clerical and administrative support to Director, Adult Critical Care; Director, Surgical Intensive Care Unit; Critical Care APPs, including, but not limited to:

SPECIFIC RESPONSIBILITIES:

Adult Critical Care

Critical Care Quality Council

Schedule monthly meetings, create/distribute agenda, take meeting minutes and distribute to council members/record meeting on Zoom, add time stamps for each topic of discussion, post recording and documentation on Box, distribute link to council members

Resuscitation Council

Schedule quarterly meetings, create/distribute agenda, take meeting minutes and distribute to council members/record meeting on Zoom, add time stamps for each topic of discussion, post recording and documentation on Box, distribute link to council members

Critical Care Town Hall Meetings

Schedule meetings, record meeting on Zoom, add time stamps for each topic of discussion, post recording and documentation on Box, distribute link to invitees

Critical Care M&M Conference

Schedule monthly meeting, create/distribute agenda

Critical Care Grand Rounds

Scomplete and submit required annual forms and individual lecture forms to ensure compliance for CME/CNE/Social Work credits, create lecture schedule, obtain required forms from lecturing faculty, create and distribute lecture flyers, create evaluation form for each lecture, reserve rooms, order and deliver refreshments, record and post lecture on Box, distribute link and QR code for evaluation. Prepare quarterly and annual reports for submission to CEL for CME/CNE/Social Work credits

SICU/MICU APP applicants

Work with appropriate faculty and APPs to create interview day schedule / Contact applicants with interview day schedule and information / Gather Interview Feedback Forms and submit to Lead APP / Work with Sovie Center to complete onboarding and credentialing paperwork / Order lab coats, Critical Care jackets, pagers

• Make purchases using PCard, reconcile charges/credits on P2P

• Submit reimbursement of travel and CME expenses for Director, MICU APPs and Critical Care Fellows

• Submit for payment of invoices

• Reconcile ledgers for Critical Care Medicine, practice and discretionary accounts, resolve incorrect charges

• Arrange travel plans to national conferences

• Complete semi-annual Time and Effort surveys

• Maintain database of legal cases that are being reviewed by Director

• Coordinate renovations/updates of conference rooms and faculty/APP/Critical Care Service office space

• Maintain Outlook calendar for Director, Adult Critical Care

• Update CV, e-CV

• Purchase office supplies, coffee/tea, computer/office equipment, troubleshoot issues with office equipment, maintain office space

Coordinator - ICU Critical Care Selective (required two-week course for 4 th year medical students)

• Work with Registrar’s Office to create a new required course for 4 th year medical students

• Coordinate number of students rotating through each ICU from September - May

• Schedule students in one of seven ICUs, taking into consideration their ICU preference where possible

• Create course information and expectations, as well as unit specific contact information and unit specific expectations

• Provide schedule of daily lectures to ensure attendance

• Prepare/update roster for ICU director/APPs/Nurse Managers

• Send pertinent ICU specific scheduling information, call schedules, general information to each student prior to the start of their rotation

• Ensure evaluations/grades are completed in a timely fashion, entered into MedSIS, and sent to the Dean, Associate Deans, Registrar’s Office

Surgical Intensive Care Unit

• Prepare/revise annual SICU attending call schedule; provide schedule to attendings, page office, NPs, nurse managers. Maintain accuracy of on-line call schedule via Web Paging and QGenda for Page Office

• Maintain SICU information on Blackboard website

• SICU APP applicants - Work with appropriate faculty and APPs to create interview day schedule / Contact applicants with interview day schedule and information / Gather Interview Feedback Forms and submit to Lead APP / Complete onboarding and credentialing paperwork / Order lab coats, Critical Care jackets, pagers

• Submit for reimbursement of travel and CME expenses for SICU Director and APPs

• Obtain swipe access for all NPs/Fellows/Residents/Students to units/PACU/elevators

• Coordinate with Residency offices for resident rosters, rotation schedules; provide updated rosters/call schedules to units/NPs/nurse managers for SICU coverage

• Send welcome e-mail to all residents/medical students, schedule mid-rotation meetings with SICU Director

• Ensure evaluations of all medical students are completed in a timely fashion and entered in MedSIS

• Submit payment of invoices and reimbursement of travel expenses

• Make purchases using PCard, reconcile charges/credits on P2P

• Arrange travel plans to national conferences

• Complete semi-annual Time and Effort surveys

• Send preliminary and final autopsy reports to family members

• Maintain schedule for daily ICU lecture / send calendar invitations to lecturing faculty and all residents/Fellows/ students rotating in the ICUs / record new lectures and post on the Critical Care Resources course in Blackboard

• Maintain Outlook calendar

• Update CV, e-CV

Critical Care APP Fellowship

• Collect and organize all application materials from each applicant, posting all files to BOX

• Create interview day schedule / Contact applicants with interview day schedule and information

• Coordinate Zoom meeting and breakout rooms

• Collect/collate ranking sheets from each interviewer for ranking meeting

• Send e-mails to applicants who were not selected for fellowship

• Work with Sovie Center to complete onboarding and credentialing paperwork

• Order lab coats, jackets, SCCM memberships, pagers for fellows

• Request required swipe access through Gatekeeper and MC Lock

• Create rotation evaluations for fellow mentors/trainers in MedHub

• Create and maintain competency tracking on MedHub

• Coordinate registration and payment for ATLS, ENLS, POCUS and POISE courses

• Arrange travel plans to Society of Critical Care Medicine Annual Congress

• Submit reimbursement of travel expenses for each fellow

Coordinator - Fundamental Critical Care Support Course - this is a Society of Critical Care Medicine course that has been offered to participants both inside and outside of the University

• Work with Course Director / Critical Care faculty to create course schedule

• Purchase course and seat licenses from SCCM / order course books for participants

• Schedule rooms for lectures/skill stations

• Send lecture slides and exam questions to lecturing faculty

• Create folders with course information, skill stations handouts, daily schedule for each participant

• Work with CEL to reserve needed equipment for skill stations

• Load lecture slides on classroom computer each morning

• Grade pre-test and post-test for all students - provide post-test answer key to students for their review

• Ensure all proprietary course materials are returned

• Send link for course/lecture evaluations to all participants

• Send course certificates to each participant who successfully completes the course

We will be expanding this course to offer it multiple times per year, to include Medicine and Emergency Medicine residents and outside facilities

Coordinator – SICU Acting Internship/Elective for 3 rd and 4 th year medical students

University of Rochester Medical Students:

• Monitor Acting Internship and elective registrations/withdrawals via the Medical School website, MedSIS

• Prepare/update roster for SICU attending/APPs/Nurse Managers

• Send pertinent SICU scheduling information, call schedules, general elective information to each student prior to the start of their elective

• Ensure evaluations/grades are completed in a timely fashion, entered into MedSIS, and sent to the Dean, Associate Deans, Registrar’s Office

Visiting International Medical Students:

• Coordinate elective dates with Continuing Medical Education office

• Send pertinent SICU scheduling information, call schedules, general elective information to each student prior to their start of the elective

• Ensure evaluations/grades are completed in a timely fashion, entered into MedSIS, and sent to the student’s home school and U of R Registrar’s Office

Visiting Medical Students:

• Coordinate elective dates with Registrar’s Office

• Request e-mail and E-record accounts for each student

• Send pertinent SICU scheduling information, call schedules, general elective information to each student prior to their start of the elective

• Ensure evaluations/grades are completed in a timely fashion, entered into MedSIS and sent to the student’s home school and U of R Registrar’s Office

Other duties as assigned.

REQUIREMENTS:

• Bachelor degree or equivalent combination of educational and experience required.

• At least 5 years of related office experience, including 1 year in a position, with demonstrated the ability to work with minimal supervision, or an equivalent combination of education and experience preferred.

• Proficiency in Microsoft Office, Adobe Professional and Medical terminology. Highly organized and detail oriented preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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